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PP Groups

Site: learnonline
Course: Student Placement System Help
Book: PP Groups
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Date: Monday, 25 November 2024, 12:15 PM

Description

PP Organisations

Table of contents

Create a New Group

Process Overview

Placement Administrators and Placement Officers are able to create and update Group records, and Placement Administrators are able to correct Group records (when required).

Warning:  Prior to creating a new Group record, you must first perform a thorough search of the existing Group records to ensure the required Group does not already exist in Medici.  Only create a new Group record if you fail to find an existing record for the Group.

A Group is a logical grouping of like Organisations or Sites (each considered independently).  Groups facilitate management and operational reporting (among other purposes) and Placement Blocks can be configured to allow students to submit Pre-Offer Site Exclusions based on Site Group(s) (if required).

Step by Step Instructions

Note:    The following instructions assume information has not previously been configured for the Group.  If the Group has previously been configured, and the existing information needs to be updated or corrected, please refer to the process instructions on the ‘Updating a Group Record’ or ‘Correcting a Group Record’ process pages.

Step 1:            Create the Group and attach an Organisation

Question 1:     Do all or most Organisation’s Sites need to be attached?

Step 2:            Select the Fetch Sites button and then delete any Sites that are not required

Step 3:            Individually attach the required Site(s) to the Group

Question 2:     Do any further Organisations and Sites need to be attached to the Group?

Step 4:            Attach the Organisation to the Group record

Step 5:            Save the new Group record

 

Step 1:    Create the Group, and attach an Organisation

Application:   Medici

Navigation:    Student Placements®Placement Providers®Groups

create1

Warning:  Prior to creating a new Group record, you must first perform a thorough search of the existing Group records to ensure the required Group does not already exist in Medici.  Only create a new Group record if you fail to find an existing record for the Group.

A Select the Add a New Value tab.

Result:  The Groups: Add a New Value page is displayed.
create2

A Select the Add button (or press Enter).

Result:  The Groups page is displayed.

create3

Group Details

A Effective Date:          Type or select the [date the new Group is to be available].

        Status:                      Select Active (if this value is not already displayed).

        Description:              Type a [description of the new Group] (abbreviate if required).

        Long Description:       Type a [full description of the new Group].

Organisation

B Organisation ID:       Select the [Organisation to be attached to the Group].

 

Question 1:  Do all or most of the Organisation’s Sites need to be attached?

Question

Yes

No

Do all or most of the Organisation’s Sites need to be attached to the Group?

Go to step 2.

Go to step 3.

Explanation:

If all or the majority of the Organisation Sites need to be attached to the Group, the quickest method is to use the Fetch Sites button and then delete any Sites that do not need to be attached to the Group (step 2).

If a minority of the Organisation Sites need to be attached to the Group, the quickest method is to individually attach each of the required Sites to the Group (step 3).

 

Step 2:    Select the Fetch Sites button and then delete any Sites not required

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1

create4

Organisation

A Select the Fetch Sites button to display all Sites attached to the selected Organisation.

If one or more Sites need to be deleted from the Group:

Sites

B If a Site needs to be deleted from the Group, in the Sites section, select the Delete Row button (-) adjacent to the Site record to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

create5

A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Group.

Continue to delete all Sites that are not part of the new Group.

Go to question 2.

 

Step 3:    Individually attach the required Site(s) to the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1

create6

Sites

A Site ID:                      Select the [Site to be attached to the Group].

If further Sites need to be attached to the Group:

B In the Sites section, select the Add a New Row button (+).

C Update the new row in the Sites section as follows:

        Site ID:        Select the [Site to be attached to the Group].

Continue to repeat parts B and C of this step until all required Sites have been attached to the Group.

 

Question 2:  Do any further Organisations or Sites need to be attached to the Group?

Question

Yes

No

Do any further Organisations or Sites need to be attached to the Group?

Go to step 4.

Go to step 5.

Explanation:

If further Organisations or Sites need to be attached to the Group, these Organisations and their applicable Sites must be attached before the new Group record is saved (step 4).

If no further Organisations need to be attached to the Group, the new Group record can be saved (step 5).

 

Step 4:    Attach the Organisation to the Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 2 or 3

create7

Organisation

A In the Organisation section, select the Add a New Row button (+).

B Update the new row in the Organisation section as follows:

            Organisation ID:    Select the [Organisation to be attached to the Group].

Go to question 1.

 

Step 5:    Save the new Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 3 or 4

create8

A Select the Save button (or press Enter).

Result:  The new Group is created in Medici and will be available from the entered Effective Date.  The Group ID for the new Group is displayed at the top of the Medici page.

Update a Group's Details

Process Overview

Placement Administrators and Placement Officers have access to update Group records as required.

If the Group record needs to be updated due to a recent or future change, insert a new effective dated row to update the Group as at the date of the change.  If the Group record needs to be corrected rather than updated (ie. incorrect information has been entered for the Group), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Group Record’ process page).

Step by Step Instructions

Step 1:            Locate the Group record and insert a new effective dated row

Question 1:     Do an Organisation and its Sites need to be deleted from the Group?

Step 2:            Delete the Organisation(s) from the Group

Question 2:     Does a Site need to be deleted from the Group?

Step 3:            Delete the Site(s) from the Group

Question 3:     Does an individual Site need to be added to the Group?

Step 4:            Add the Site(s) to the Group

Question 4:     Does an Organisation need to be added to the Group?

Step 5:            Attach the Organisation to the Group record

Question 5:     Do all or most of the Organisation’s Sites need to be attached?

Step 6:            Select the Fetch Sites button and then delete any Sites not required

Step 7:            Individually attach the required Site(s) to the Group

Question 6:     Do any further Organisations and Sites need to be attached to the Group?

Step 8:            Save the updates to the Group record

 

Step 1:    Locate the Group record and insert a new effective dated row

Application:   Medici

Navigation:    Student Placements®Placement Providers®Groups

update1

A Populate one or more of the following search fields:

             Group ID:               Type the relevant [Group ID of the Group to be updated].

             Description:            Type the [description of the Group to be updated].

B Select the Search button (or press Enter).

Result:  The Groups page is displayed.

update2

Group Details

A In the Group Details section, select the Add a New Row button (+).

B Effective Date:           Type or select the [date from which the updates will apply to the Group].

 

Question 1:  Do an Organisation and its Sites need to be deleted from the Group?

Question

Yes

No

Does an Organisation and its Sites need to be deleted from the Group?

Go to step 2.

Go to question 2.

Explanation:

If an Organisation and its Sites needs to be deleted from the Group, delete the Organisation(s) from the Group (step 2).

If no Organisations need to be deleted from the Group, the process continues by determining if a Site needs to be deleted from the Group (question 2).

 

Step 2:    Delete the Organisation(s) from the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1

update3

Organisation

A If there is more than one Organisation record attached to the Group, in the Organisation section, select the View All link to display all Organisation records attached to the Group.

B In the Organisation section, select the Delete Row button (-) adjacent to the Organisation to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

update4

A Select the OK button (or press Enter).

Result:  The selected Organisation is deleted from the Group.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Group record.

 

Question 2:  Does a Site need to be deleted from the Group?

Question

Yes

No

Does a Site need to be deleted from the Group?

Go to step 3.

Go to question 3.

Explanation:

If a Site needs to be deleted from the Group, delete the Site(s) from the Group (step 3).

If no Site need to be deleted from the Group, the process continues by determining if an individual Site needs to be added to the Group (question 3).

 

Step 3:    Delete the Site(s) from the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1 or 2

update5

Sites

A If there are more than ten Site records attached to the Group, in the Sites section, select the View All link to display all Site records attached to the Group.

B In the Sites section, select the Delete Row button (-) adjacent to the Site to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

update6

A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Group.

Continue to repeat this step until all Sites that are no longer required have been deleted from the Group record.

 

Question 3:  Does an individual Site need to be added to the Group?

Question

Yes

No

Does an individual Site need to be added to the Group?

Go to step 4.

Go to question 4.

Explanation:

If one or more individual Sites need to be added to the Group, add the Site(s) to the Group (step 4).

If no individual Sites need to be added to the Group, the process continues by determining if an Organisation needs to be added to the Group (question 4).

 

Step 4:    Add the Site(s) to the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1, 2 or 3

update7

Sites

If there is an existing Site attached to the Group:

A In the Sites section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Sites for the Group.

B Populate the new row in the Sites section as follows:

        Site ID:                      Select the [Site to be attached to the Group].

Continue to repeat this step until all required Sites have been attached to the Group.

 

Question 4:  Does an Organisation need to be added to the Group?

Question

Yes

No

Does an Organisation need to be added to the Group?

Go to step 5.

Go to step 8.

Explanation:

If an Organisation needs to be added to the Group, the Organisation must be added to the Group (step 5).

If an Organisation does not need to be added to the Group, the updates to the Group record can be saved (step 8).

 

Step 5:    Attach the Organisation to the Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1, 2, 3 or 4

update8

Organisation

If there is an existing Organisation attached to the Group:

A If there is an existing Organisation attached to the Group, in the Organisation section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Organisations for the Group.

B Populate the new row in the Organisation section as follows:

        Organisation ID:          Select the [Organisation to be attached to the Group].

 

Question 5:  Do all or most of the Organisation’s Sites need to be attached?

Question

Yes

No

Do all or most of the Organisation’s Sites need to be attached to the Group?

Go to step 6.

Go to step 7.

Explanation:

If all or the majority of the Organisation Sites need to be attached to the Group, the quickest method is to use the Fetch Sites button and then delete any Sites that do not need to be attached to the Group (step 6).

If a minority of the Organisation Sites need to be attached to the Group, the quickest method is to individually attach each of the required Sites to the Group (step 7).

 

Step 6:    Select the Fetch Sites button and then delete any Sites not required

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 5

update9

Organisation

A Select the Fetch Sites button.

Result:  All Sites attached to the selected Organisation are displayed in the Sites section.

If one or more Sites need to be deleted from the Group:

Sites

B In the Sites section, select the Delete Row (-) adjacent to the Site record to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

update10

A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Group.

Continue to delete all Sites that are not part of the Group.

Go to question 6.

 

Step 7:    Individually attach the required Site(s) to the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 5

update11

Sites

A Site ID:                      Select the [Site to be attached to the Group].

If further Sites need to be attached to the Group:

B In the Sites section, select the Add a New Row button (+).

C Update the new row in the Sites section as follows:

          Site ID:                   Select the [Site to be attached to the Group].

Continue to repeat parts B and C of this step until all required Sites have been attached to the Group.

 

Question 6:  Do any further Organisations or Sites need to be attached to the Group?

Question

Yes

No

Do any further Organisations or Sites need to be attached to the Group?

Go to step 5.

Go to step 8.

Explanation:

If further Organisations or Sites need to be attached to the Group, these Organisations and their applicable Sites must be attached before the Group record is saved (step 5).

If no further Organisations or Sites need to be attached to the Group, the Group record can be saved (step 8).

 

Step 8:    Save the updates to the Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 2, 3, 4, 6 or 7

update12

A Select the Save button (or press Enter).

Result:  The updated information will apply to the Group as of the entered effective date.

Correct a Group's Details

Process Overview

Placement Administrators and Placement Officers have access to update Group records as required.

If the Group record needs to be updated due to a recent or future change, insert a new effective dated row to update the Group as at the date of the change.  If the Group record needs to be corrected rather than updated (ie. incorrect information has been entered for the Group), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Group Record’ process page).

Step by Step Instructions

Step 1:            Locate the Group record and insert a new effective dated row

Question 1:     Do an Organisation and its Sites need to be deleted from the Group?

Step 2:            Delete the Organisation(s) from the Group

Question 2:     Does a Site need to be deleted from the Group?

Step 3:            Delete the Site(s) from the Group

Question 3:     Does an individual Site need to be added to the Group?

Step 4:            Add the Site(s) to the Group

Question 4:     Does an Organisation need to be added to the Group?

Step 5:            Attach the Organisation to the Group record

Question 5:     Do all or most of the Organisation’s Sites need to be attached?

Step 6:            Select the Fetch Sites button and then delete any Sites not required

Step 7:            Individually attach the required Site(s) to the Group

Question 6:     Do any further Organisations and Sites need to be attached to the Group?

Step 8:            Save the updates to the Group record

 

Step 1:    Locate the Group record and insert a new effective dated row

Application:   Medici

Navigation:    Student Placements®Placement Providers®Groups

correct1

A Populate one or more of the following search fields:

             Group ID:              Type the relevant [Group ID of the Group to be updated].

             Description:              Type the [description of the Group to be updated].

B Select the Search button (or press Enter).

Result:  The Groups page is displayed.

correct2

Group Details

A In the Group Details section, select the Add a New Row button (+).

B Effective Date:           Type or select the [date from which the updates will apply to the Group].

 

Question 1:  Do an Organisation and its Sites need to be deleted from the Group?

Question

Yes

No

Does an Organisation and its Sites need to be deleted from the Group?

Go to step 2.

Go to question 2.

Explanation:

If an Organisation and its Sites needs to be deleted from the Group, delete the Organisation(s) from the Group (step 2).

If no Organisations need to be deleted from the Group, the process continues by determining if a Site needs to be deleted from the Group (question 2).

 

Step 2:    Delete the Organisation(s) from the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1

correct3

Organisation

A If there is more than one Organisation record attached to the Group, in the Organisation section, select the View All link to display all Organisation records attached to the Group.

B In the Organisation section, select the Delete Row button (-) adjacent to the Organisation to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

correct4

A Select the OK button (or press Enter).

Result:  The selected Organisation is deleted from the Group.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Group record.

 

Question 2:  Does a Site need to be deleted from the Group?

Question

Yes

No

Does a Site need to be deleted from the Group?

Go to step 3.

Go to question 3.

Explanation:

If a Site needs to be deleted from the Group, delete the Site(s) from the Group (step 3).

If no Site need to be deleted from the Group, the process continues by determining if an individual Site needs to be added to the Group (question 3).

 

Step 3:    Delete the Site(s) from the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1 or 2

correct5

Sites

A If there are more than ten Site records attached to the Group, in the Sites section, select the View All link to display all Site records attached to the Group.

B In the Sites section, select the Delete Row button (-) adjacent to the Site to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

correct6

A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Group.

Continue to repeat this step until all Sites that are no longer required have been deleted from the Group record.

 

Question 3:  Does an individual Site need to be added to the Group?

Question

Yes

No

Does an individual Site need to be added to the Group?

Go to step 4.

Go to question 4.

Explanation:

If one or more individual Sites need to be added to the Group, add the Site(s) to the Group (step 4).

If no individual Sites need to be added to the Group, the process continues by determining if an Organisation needs to be added to the Group (question 4).

 

Step 4:    Add the Site(s) to the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1, 2 or 3

correct7

Sites

If there is an existing Site attached to the Group:

A In the Sites section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Sites for the Group.

B Populate the new row in the Sites section as follows:

         Site ID:         Select the [Site to be attached to the Group].

Continue to repeat this step until all required Sites have been attached to the Group.

 

Question 4:  Does an Organisation need to be added to the Group?

Question

Yes

No

Does an Organisation need to be added to the Group?

Go to step 5.

Go to step 8.

Explanation:

If an Organisation needs to be added to the Group, the Organisation must be added to the Group (step 5).

If an Organisation does not need to be added to the Group, the updates to the Group record can be saved (step 8).

 

Step 5:    Attach the Organisation to the Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 1, 2, 3 or 4

correct8

Organisation

If there is an existing Organisation attached to the Group:

A If there is an existing Organisation attached to the Group, in the Organisation section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Organisations for the Group.

B Populate the new row in the Organisation section as follows:

          Organisation ID:          Select the [Organisation to be attached to the Group].

 

Question 5:  Do all or most of the Organisation’s Sites need to be attached?

Question

Yes

No

Do all or most of the Organisation’s Sites need to be attached to the Group?

Go to step 6.

Go to step 7.

Explanation:

If all or the majority of the Organisation Sites need to be attached to the Group, the quickest method is to use the Fetch Sites button and then delete any Sites that do not need to be attached to the Group (step 6).

If a minority of the Organisation Sites need to be attached to the Group, the quickest method is to individually attach each of the required Sites to the Group (step 7).

 

Step 6:    Select the Fetch Sites button and then delete any Sites not required

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 5

correct9

Organisation

A Select the Fetch Sites button.

Result:  All Sites attached to the selected Organisation are displayed in the Sites section.

If one or more Sites need to be deleted from the Group:

Sites

B In the Sites section, select the Delete Row button (-) adjacent to the Site record to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

correct10

A Select the OK button (or press Enter).

Result:  The selected Site is deleted from the Group.

Continue to delete all Sites that are not part of the Group.

Go to question 6.

 

Step 7:    Individually attach the required Site(s) to the Group

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 5

correct11

Sites

A Site ID:                   Select the [Site to be attached to the Group].

If further Sites need to be attached to the Group:

B In the Sites section, select the Add a New Row button (+).

C Update the new row in the Sites section as follows:

         Site ID:               Select the [Site to be attached to the Group].

Continue to repeat parts B and C of this step until all required Sites have been attached to the Group.

 

Question 6:  Do any further Organisations or Sites need to be attached to the Group?

Question

Yes

No

Do any further Organisations or Sites need to be attached to the Group?

Go to step 5.

Go to step 8.

Explanation:

If further Organisations or Sites need to be attached to the Group, these Organisations and their applicable Sites must be attached before the Group record is saved (step 5).

If no further Organisations or Sites need to be attached to the Group, the Group record can be saved (step 8).

 

Step 8:    Save the updates to the Group record

Application:   Medici

Navigation:    The Groups page will already be displayed as a result of performing step 2, 3, 4, 6 or 7

correct12

A Select the Save button (or press Enter).

Result:  The updated information will apply to the Group as of the entered effective date.